How to write a hybrid work policy
- Choose your hybrid model. Decide how much the office sets the rhythm of work. The four models below run from fully office-centric to fully flexible. Pick one before you write a rule.
- Say what office time is for. Name the work that is better together: planning, onboarding, client work, team rituals. People accept office days more readily when they know why they are coming in.
- Set the expectation. Either name fixed anchor days or set a number of days a week. Then decide how teams agree their own team days.
- Write rules people can follow. Booking, check-in and cancellation rules belong in the policy, and in the booking system that enforces them.
- Cover support, exceptions and data. Explain how to ask for an exception, who approves it, and what attendance data is collected and who sees it.
- Publish, measure and review. Share the policy in one place, measure attendance and occupancy against it, and set a date to review it.
The four hybrid models
| Model | In one line | What it looks like |
|---|---|---|
| Traditional | Real work is in the office. | Presenteeism, command-and-control management, assigned seating. |
| Controlled hybrid | The office sets the norm. | Mandated office days, flexibility by request, office rotas. |
| Flexible hybrid | Collaborate in the office, focus at home. | Great autonomy, open-plan hot desking. |
| Coordinated hybrid | Collaborate and work whenever, wherever. | A culture of trust, on-demand desk hoteling, activity-based settings. |
The models run from employer-centric and role-oriented on the left to employee-centric and task-oriented on the right. They come from the PDF version of this template.
The template
Copy each section into your own document and replace the [PLACEHOLDERS]. You may call it a policy, guidance or a process; use whatever fits your other policies.
1. Vision and scope
Start with why. Focus on productivity, collaboration and wellbeing, and say how the approach supports personal balance and business goals.
At [COMPANY NAME], we work in a hybrid model. You have the flexibility to work both remotely and in the office.
Our goal is to build teamwork and connection while giving you the flexibility to work from home when possible. Office days bring the team together for face-to-face work: key meetings, planning, onboarding and time together as a team.
This policy applies to everyone unless your contract states that you work remotely or has specific terms that differ.
2. Attendance expectations
Be specific. A number of days or named days, core hours, and what is expected on remote days.
We expect you to work in the office [NUMBER] days a week. [OR: on our anchor days, set out in section 3.] The remaining days are available for remote work.
Core hours on office days are [09:00 to 17:30]. We stay flexible for childcare, medical and similar commitments.
Working hours: your remote working hours should mirror your office hours, unless your team lead agrees otherwise. Take regular screen breaks and a proper lunch break.
Punctuality: be on time for work and meetings. If something unexpected comes up, especially before a meeting or a client commitment, tell your team as soon as you can.
Collaboration: taking part in meetings and sharing ideas matters just as much remotely. We use [MICROSOFT TEAMS / GOOGLE MEET / ZOOM] to stay connected.
3. Anchor days and team days
Shared days are what make office time useful. Name them, or let each team choose its own.
[DAY] and [DAY] are our anchor days: the days we ask everyone to be in the office. Plan key meetings face to face on these days.
Each team agrees at least one in-person team day a week and shares it in [BOOKING TOOL], so everyone can plan around it.
Managers overlap with their team members in the office regularly, to support learning and development.
4. Booking desks and rooms
If people share desks, the policy needs booking rules. Keep them short and let the booking system enforce them.
Book a desk in [BOOKING TOOL] before you come in. You can book up to [BOOKING WINDOW] ahead.
If your plans change, cancel your booking so a colleague can use the space.
Meeting organizers book a room with the right equipment, and check that video conferencing works for both in-office and remote attendees.
[TEAM NAME] has its own neighborhood on [FLOOR]. Sit with your team on team days.
Booking policy · Neighborhood · Desk booking policy template
5. Check-in
Check-in keeps booked space honest and attendance data accurate. Say how it works and what happens to no-shows.
Check in to your desk or room when you arrive, using [CHECK-IN METHOD: the app, a QR code, the room display or automatic check-in on the office network].
Bookings that are not checked in within [GRACE PERIOD] of the start time are released, so others can use the space.
[IF AUTOMATIC CHECK-IN IS USED:] When you connect to the office network, you are checked in automatically. It records that you are in the office; it does not track what you do.
6. Hybrid meeting etiquette
Meetings are where hybrid work most often fails remote attendees. Set the norms in writing.
Preparation: the organizer books a room with the right amenities and makes sure video conferencing is ready for both in-office and remote attendees.
Agenda: for larger meetings, share an agenda in advance so everyone knows the topics and goals.
Inclusive participation: the chair invites both in-room and remote attendees to speak. Use your camera as much as you can, so we stay connected as a team.
Recap: share a short summary in the team channel for anyone who could not attend.
7. Accommodations, wellbeing and support
Say how to ask for an exception, who decides, and what support is available. Quiet workers should not become invisible.
If you need an accommodation or an exception to this policy, for health, caring responsibilities or another reason, talk to [YOUR MANAGER / HR]. [ROLE] approves exceptions, and we review them every [PERIOD].
We are here to support your hybrid working. If you are finding it hard to meet your goals, talk to your manager. Staying connected, keeping a routine and taking breaks all help your wellbeing when you work remotely.
Look after your physical health with an ergonomic setup and movement during the day. Anything you share with your manager about remote work challenges is kept confidential.
For more guidance, see our [HEALTH AND SAFETY POLICY].
8. Security and safety
Remote days move equipment and data out of the office. Cover both.
Keep company equipment, such as laptops, safe. You are responsible for keeping data and information secure.
Do not discuss sensitive information or show confidential data on screen when others are nearby. Always lock your screen when you step away. See our [DATA PRIVACY POLICY].
We carry out a home working risk assessment so that everyone has the equipment and a safe place to work. It covers the home environment, display screen equipment, fire safety, first aid and mental wellbeing.
Everyone should have a suitable workstation, including a chair, desk and IT equipment. We provide equipment; you address any issues the assessment finds in your home setup.
9. Attendance data and compliance reporting
If you measure attendance against the policy, say so plainly: what is collected, who sees it and what it is used for.
We use desk bookings and check-ins to plan office space and to see how well our office days work for each team.
We report attendance by [TEAM / DEPARTMENT / BUILDING]. [WHO] can see reports. [MANAGERS SEE THEIR OWN TEAM / NO ONE SEES INDIVIDUAL RECORDS].
We keep this data for [RETENTION PERIOD] and use it only for workplace planning and this policy. We do not use it to monitor your work.
In Kadence Workplace Insights reports attendance from check-ins, including automatic check-ins from the Kadence Agent on the office network. Admins choose whether lockers and parking count toward attendance. Insights Plus custom dashboards, part of WorkOps Pro or available as an add-on, include policy compliance reporting. PII data retention controls set how long personal data is kept.
10. Review cadence
A hybrid policy is never finished. Put the next review date in the policy itself.
We review this policy every [PERIOD], and whenever our offices change.
Each review looks at attendance and occupancy data, booking and no-show trends, and feedback from employees.
We announce changes [NOTICE PERIOD] before they take effect. Questions about this policy go to [CONTACT].
How Kadence helps
Kadence helps put a hybrid policy into practice. Employees set their work status and see who is going in, managers set recurring team days, and admins use booking rules, booking windows and auto-release to match the policy. The Kadence Agent checks people in when it detects them on the office Wi-Fi. Workplace Insights shows attendance and occupancy by team, and Insights Plus custom dashboards (WorkOps Pro or add-on) include policy compliance reporting.
Hybrid working coordination · Workplace analytics · Workplace occupancy
Frequently asked questions
Is this hybrid work policy template free?
Yes. You can copy every section from this page, or download the PDF version with no sign-up. Replace the placeholders in square brackets with your own days, hours, tools and contacts, then check the result with your HR and legal teams before you publish it.
What sections does a hybrid work policy need?
Most policies cover the vision and scope, attendance expectations, anchor or team days, booking and check-in rules, hybrid meeting etiquette, accommodations and support, security, how attendance data is used, and when the policy will be reviewed. This template has wording for each one.
Should a hybrid policy set fixed office days or a number of days?
Fixed anchor days make sure people overlap, which is usually the point of office time. A number of days gives more freedom but can leave the office half empty on some days. Many policies combine both: one or two shared anchor days plus team days that each team chooses.
How do you track compliance with a hybrid work policy fairly?
Measure from data people already create, such as desk bookings and check-ins, and report by team rather than singling out individuals. Tell employees what is collected and why, and involve your works council where you have one. Use the results to fix the policy and the office, not only to chase attendance.
How often should you review a hybrid work policy?
Set a regular review in the policy itself, and review it again whenever your offices change, for example after a move, a consolidation or a new lease. Use attendance, occupancy and no-show data, plus employee feedback, to decide what to change.
Related terms
- Hybrid work policy The written rules for how hybrid work runs: office days, booking, meetings, manager duties and how success is measured.
- Hybrid work model The specific rules an organization uses to decide where and when people work, from flexible to office-first.
- Anchor days Set days each week when a team or company agrees to be in the office together, with the other days flexible.
- Office attendance policy A rule that sets how often employees are expected in the office, such as a number of days per week or month.
- Hybrid policy compliance Reporting on whether individuals and teams meet the organization's in-office expectations over time, such as 45 of 52 weeks.
- Booking policy The rules for booking shared desks, rooms and other spaces: who can book, how far ahead, for how long and when bookings are released.
- Team days A recurring day when a hybrid team agrees to be in the office together, usually set by the team or its manager.
- Return to office (RTO) An employer requirement that remote or hybrid staff spend more time in the office, either full time or on set days.
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